Wineally User Guide for Restaurants

Introduction

Welcome to the Wineally Business System for Restaurants User Guide. This guide will assist you on how to best use Wineally. Each section of the guide begins with a short video. When required, additional videos are available. At times, pictures with detailed explanations are also shown.

The Business System can be used in various ways depending on the restaurant’s ambitions and/or management’s recommendations. When the business system is properly used, revenues will increase, wine inventory control will improve, wine wastage decreases, staff is happier and the overall guest experience improves.

The business system can be used as a light version and still contribute to a restaurant’s success, such as using the Wine Matcher to recommend the best matching wines to guests or as an inventory tool.

System requirements

Technical requirements:

  • Internet connection
  • Wineally Business System is a cloud-based software, no local installation required.
    (The Wineally App for consumers is available in App Store/Google Play).
  • Compatible devices:
    • Desktop computers, Tablets and Smart phones
  • Compatible operating systems:
    • MacOS, Windows, Android OS and iOS
  • Web Browsers:
    • Latest versions of Chrome, Edge, Safari and Firefox

To use the Wineally Business System the requirements are:

  • A registered admin user for the company Wineally account.
  • If you want to offer matching wines for takeaway for all consumers using the Wineally app, you need to register your wines with takeaway prices in your home delivery platform/s.
  • One registered wine supplier
  • 10 registered wines with correct wine list prices.
  • 8 registered dishes with correct information and prices.

Navigation

All features can be accessed via the main menu by clicking on the “hamburger” icon in the top right corner of the screen. The menu shows the features available for the user depending on the user’s position and user permissions. For example, serving staff only has access to the Wine Matcher whilst a restaurant manager has admin access.

Account information

1.0 – Company information
1.1 – Location
1.2 – My account
1.3 – User management

1.0 Company information

Benefits of Wineally

With Wineally it is possible for customers to find your restaurant and social media accounts when using the Wineally app. It also allows employees to start using the required parts of the system to increase revenues and improve guest experiences etc. Printing wine lists is simplified and increasing your social media followers is made simple through the platform.

Using Wineally

Simply ensure that each field is filled out and accurate. Update these fields whenever this information changes.

The delivery platforms’ fields are important fields to enter. Here you enter which delivery platforms you work with and link them to your Restaurant’s page on the corresponding platforms. This will provide Wineally app users who find your restaurant in the app a direct link to buy takeaway food and wine (if available in your region) from you. App users will be able to match food and wine in the Wine matcher and then go directly to their preferred delivery platform to make a purchase.    

1.1 Location

The importance of location

By entering the location information, you will enable all consumers to find your restaurant in the Wineally app for consumers. Once consumers find your restaurant they will know that they are able to enjoy food with matching wines in your restaurant or when ordering takeaway (if available).

Entering your location

Begin by clicking the link to ‘Find the Google Place ID’ which will take you to Google’s Place ID finder, where you need to enter your restaurant’s address. The tool will then provide you with the Place ID for your address, which you then enter the ‘Google Place ID’ field on the ‘Location’ tab in Wineally.

Once completed, click ‘Save’ and you are done!
Congratulations, your restaurant is now visible to all Wineally users when they search for nearby restaurants! 

(The image below shows how it looks in the Wineally app when a guest searches for restaurants nearby) 

1.2 My account

On the ‘My account’ tab you can update your name and password by simply updating the associated fields and then clicking ‘Save’ or ‘Change password’ respectively. It is also possible to use Wineally in other languages by selecting your preferred language under the ‘Select language’ drop-down and then clicking ‘Save’.

This will only change the language of your log in and won’t affect other users’ preferred language settings. If your e-mail address changes, please contact your manager as they must create a new user log in with your new e-mail address. 

1.3 User management

Make sure that everyone in your organisation is using Wineally in the best possible way to get the most out of the system. For example, your chef will need access to the dishes section, but a waiter will only need access to the wine matcher while someone from management will benefit from admin access.

Updating user management

On the ‘Users’ tab you can see the summary of all users associated with the restaurant’s Wineally account. Each user’s name, e-mail address and position are displayed, and you can update a user’s position (given you have the user permissions to do so) by clicking on the ‘Edit’ button at the bottom right of that user’s panel.

Within the edit options there is also a ‘Delete user’ button that can be used when a user is no longer within the organisation. Deleting a user does not remove statistics that the user contributed to in other parts of Wineally, so you can safely do this without impacting your sales statistics within ‘Dashboard’ for example. 

Note that the ‘Position’ category determines a user’s access level within Wineally. If you wish to review the specifics of these access levels, you can click on ‘Privileges per position’ in the top right corner of the ‘Users’ tab. Please note, that users with a ‘Read-only’ position will have access to view all information in your Wineally account but will not be able to make any changes.  

In the top left corner of the ‘Users’ tab is the button to ‘Invite user’ just click to add users to the restaurant’s Wineally account.  

To add a new user, click on the ‘Invite user’ button and complete the following steps:   

  • Enter the e-mail address and assign a position from the ‘Position’ drop-down. 
  • Click on the ‘Invite’ button. 
  • The user will now receive an e-mail with a link to your Wineally account, where the user will register.

Once the user has completed the registration, they will be added to the ‘Users’ tab and the “Invite pending” headline will disappear. 

Invited users that have not yet confirmed the invitation, will be shown as ‘Invite pending’ so you can remind them to register their account. If the user hasn’t registered their account within 14 days, you will need to delete the user and repeat the steps above.

Dashboard

2.0 – Overview
2.1 – Wine sales performance

2.0 Overview

The value of the dashboard

The Dashboard is a great way to monitor, motivate and reward your waiters and thereby increase wine revenues. It is also an easy-to-use tool that not only shows sales, but also the customer experience focus of each waiter. Wineally can be used to compare wine orders in Wineally with wine orders in the restaurant POS-system.

Using the dashboard

In the Dashboard you will see all wine orders placed in the Wineally Wine Matcher, either by serving staff at the tables or when registering takeaway wine orders.

As soon as a waiter clicks on ‘Close table’, the data by user is updated in the Dashboard. The more frequently the Wine Matcher is used, the more your guests’ wine & dine experiences will improve and the more the restaurant wine revenues and gross profit are likely to increase. Rewarding service staff, individually or as a team, using the statistics collected by the Wine Matcher, will not only result in increased profitability and more satisfied guests but it will also increase employee satisfaction.  

Tips will also be significantly higher when the average wine order increases and guests are more satisfied.

Waiters using the Wine Matcher when taking orders make it possible to compare the Dashboard data in a fast and simple way that helps you take control of your inventory:

  1. Check the number of bottles/glasses sold in a chosen day/period in the Dashboard – totally and/or per waiter.
  2. Compare with bottles/glasses sold in the same period according to your POS-system.
  3. If there is a difference, find out why by asking the waiters. Defect or smashed bottles will explain some of the differences, orders that have not been logged correctly in the Wine matcher due to stressed or unfocused staff may explain some of the rest.

Making serving staff aware of the improved business control often leads to better routines. Incentives for (measurable) reduced wine wastage might also be an effective way of reducing your wine wastage costs.  

You also get a quick overview of best-selling wines which can be great if you have a campaign/event/theme and want to get an instant update. The data will be updated in real-time as the serving staff ’close tables‘ in the Wine Matcher.

Get updated data from your wine sales performance right down to the per waiter level. For example, you can use this data for incentive programs, training purposes or to easily get an overview of your bestsellers.

Choose a predefined date range for your report or create a custom date range. To customise, simply click on the first day of your desired range and then click on the final day. Whichever option you chose, Wineally will now display data for that period. 

By clicking on the headlines in the chart, you can sort the data. For example, by name, usage of the Wine Matcher, sold bottles etc.
If you have many users, you can also scroll within the table by clicking on the small arrows in the ‘User’ headline box.

2.1 Wine sales performance

The first table, ‘Wine Sales’, shows a list of the users in your restaurant’s Wineally account and statistics for their Wine Matcher usage within the time period you selected. Using this table, you can compare how many times each of your users has taken orders using the Wine Matcher along with summarised financial information for those orders (only wine). For example, you can find gross profit both for bottles sold and for glasses sold per user and all figures summed up at the bottom. Take some time to familiarise yourself with this table, as it will help you to understand how well your restaurant’s wine sales are performing and give you the ability to identify any areas of improvement. For example, if one of your users is generating significantly higher profits across their Wine Matcher usage than the others, it could raise overall restaurant performance if you ask that user to reveal some of their effective techniques to the others. This data could also be used to organise and track incentive programs or competitions for the restaurant’s service staff. 

By clicking on the headlines in the chart, you can sort the data any way you like. For example, by name, usage of the Wine Matcher, sold bottles etc.
If you have many users, you can also scroll within the table by clicking on the small arrows in the ‘User’ headline box.

The second table, ‘Bestsellers’, is a list of your wines, ranked by their performance to help you to identify which wine is performing best, and which may need additional support or perhaps even a change of wine assortment. By default, the ‘Bestsellers’ table shows you the top 5 wines ranked by bottles sold, but you can view more than 5 wines in the table by clicking on ‘Show all’ in the top right. It is also possible to sort the wines by takeaway bottles sold, glasses sold and gross profit total in either ascending or descending order.

Below these two tables you will find an assortment of graphs that displays a breakdown of the types of wines that you have in your wine cellar. By reviewing these graphs, you will be able to gain a better understanding of the wines available in your restaurant sorted by price category, country, grape type etc. This information helps you to identify any gaps or obsolescence in your wine assortment, as well as plan purchases and cash flow. 

For example, you may have noticed that you have a wine that sells quite poorly from the ‘Bestsellers’ table but that type of wine is overrepresented when you review the wine cellar graphs. It could be that a similar wine in your wine cellar is significantly cheaper or matches better with the dishes on your menu and thus the poorly sold wine is either:

  • Not appearing often as a result to any dishes in the Wine Matcher
  • Is losing out to its cheaper alternative

Wine suppliers

3.0 – Adding Wine suppliers

Purpose of registering wine suppliers

When wine suppliers are registered in your Wineally account restaurant employees with access will have a simple and more effective wine cellar control. This will save them time when ordering wines and when taking inventory.

Registering wine suppliers

Register the required information for each wine supplier. Wineally will send an e-mail to the wine suppliers to inform them that they will begin to receive orders from you via the Wineally business system.

To get the most out of the Wineally Business System it is important that you add all your wine suppliers correctly. Make sure that all your suppliers are registered in Wineally, otherwise you will not get accurate inventory or be able to use Wineally’s ordering features. 

If you purchase wines from wholesalers, you need to first add the Wine Merchant as your supplier and then add the e-mail address to the wholesaler so they can receive your orders.   

If you have suppliers who don’t accept wine orders via email you will need to add your own e-mail address or that of the person in your organisation who is responsible for placing wine orders. This person can then register the order as required by the wine supplier. This allows you to register the wine as delivered and certified when it arrives as well as utilise the automatic updating of the inventory in the Wineally business system.   

Why should I give access to my Wineally Wine cellar and Dashboard to my suppliers? 

  • To receive better sales support from wine merchants who have a Wineally Wine Merchant licence. They can, for instance, inform you if your wines are running out of stock or getting old.  
  • Your wine suppliers can only see your wine cellar inventory and sales statisticsfor their own wines and cannot see any information about other wine merchants’
  •  

Adding Wine suppliers

To add a wine supplier, click on the main menu and choose ‘Wine suppliers’. Then simply click the ‘Add wine supplier’ button in the top right corner of the ‘Wine suppliers’ section. In the pop-up you have the option of searching for the wine suppliers using the search box at the top as shown in the image below.

To add a wine supplier, click on the main menu and choose wine supplier. Then simply click the ‘Add wine supplier’ button in the top right corner of the ‘Wine suppliers’ section. In the pop-up you have the option of searching for the wine suppliers using the search box at the top as shown in the image below. 

If the supplier that you wish to add is already registered with Wineally, their name will appear as you begin searching. Fill in their contact details in the box that appears and then click ‘Save’.

If the wine supplier that you wish to add is not registered in Wineally, you will need to click on ‘Add new wine supplier’ and then fill out their details manually in the box that appears before clicking ‘Save’. Once you have added a new wine supplier, an e-mail will be sent to the e-mail address that you added, letting them know that you and your restaurant is using Wineally and invite them to do the same. 

Register wines

4.0 – How to register wines
4.1 – Adding a new wine producer

Purpose of registering wines

To make the wines available for restaurant guests and takeaway customers and to improve wine inventory control. By registering a wine with a Wineally ’Wine-DNA‘, you make that wine matchable with your dishes and the guests’ takeaway and guests’ personal wine preferences.

When you register your wines, they will be shown in the Wine Matcher (used by your serving staff or by customers in the Wineally app). For managers, the wines will also be shown in the My Wine Cellar and Wine inventory status sections.

4.0 How to register wines

Begin by choosing ’Register wines’ from the main menu. Start typing the name of the producer in the ‘Producer’ field and select them from the drop-down that appears. If you are unable to find the producer, please refer to section 4.1 below ‘Adding a new wine producer’.  

When you click on the ‘Wine’ field you will be presented with the list of available wines from that producer, simply select the wine you wish to register. If the list is long, you can start typing the name of the wine and the list will be narrowed down to help find the wine you wish to register. You may need to repeat this process for ‘Vintage’ and ‘Bottle size’ if there are multiple options for these fields after the wine has been chosen, otherwise they will be automatically filled.  

Once these fields have been filled out, a ‘Wine card’ will appear with more detailed information on the selected wine. On this wine card you need to fill out some information that is specific to your restaurant such as the wine’s prices and the number of bottles you currently have in stock. These values will help to give you accurate financial statistics in other sections of Wineally. For example, the wine’s purchase price is not shown to guests using the Wineally app, but it is used within the Wineally Dashboard to give you statistics on gross profit per user. 

It is important to connect the wine to the wine supplier by entering their name into the ‘Wine Supplier’ field at the bottom. As with previous fields, the options will be presented to you once you click on the field, you can also narrow down the list by entering the beginning of their name.

When you have added all relevant information to the wine card you will need to save the entered data by clicking the ‘Add wine’ button in the bottom right corner of your screen. The wine is now registered within your Wineally account and can be found in the ‘My wine cellar’ section, ‘Wine inventory status’ and in the ‘Wine Matcher’ (if you have at least 1 bottle of this wine in stock).

4.1 Adding a new wine producer

If the producer of a wine that you wish to register is not part of Wineally’s database yet, then you will need to use the ‘Add new producer’ feature by clicking on the red ‘+’ button on the right of the ‘Producer’ field. You also need to use the add feature in the same way for the ‘Wine’ field and then fill in the required wine information before clicking the ‘Add wine’ button to finalise the process. 

Once completed, Wineally’s Wine Data Team will confirm that the information is accurate. Until it has been confirmed, you won’t be able to find the wine in the ‘Wine Matcher’ section. You will receive an e-mail when the producer has been either confirmed or rejected.   

Dishes

5.0  – Adding dishes
5.1 – Dish updates 

Well-known dish examples

Unsure how to enter the correct values of your dishes? Download our dish sheet containing hundreds of well-known dishes from all parts of the world to get a better idea of how certain dishes should be registered.

Please note: 
We always recommend that someone from the Kitchen Department register your dishes.

Purpose of adding dishes

Registering your dishes will enable the Wine Matcher, used by your serving staff or guests/takeaway customers, to find the best matching wines in your wine cellar for your dishes. In short, inexperienced serving staff and consumers can thereby create great wine & dine experiences and your dishes will taste even better.

How it works

When you register a dish in your Wineally Restaurant account, the dish will get a Wineally “Dish-DNA” so the dish can be matched with the wines in your restaurant and the guests’ wine preferences. 

The dish name, weight, cooking style, kitchen and main ingredient is simple to register. If you need help with the flavours, you’ll find a list of 500 dishes to guide you. You can also contact our team if you need assistance at support@wineally.com.

We recommend that the restaurant’s Head Chef or someone from the Kitchen Department be the one to add dishes to Wineally.

Save unavailable dishes as ’Not on menu‘ and change to ’On menu‘ when they are. If the dish is offered for takeaway, click the ’Sold by takeaway‘ box and adjust the price if needed.

5.0 Adding dishes

Adding dishes will be required during the setup of your Wineally account and any time you add a new dish to the restaurant’s menu. To add a dish, access the ‘Dishes’ page through the main menu. Then click the ‘Add new dish’ button in the top right corner of the ‘Dishes’ page. 

You will then be presented with a screen like the one shown above. Begin by entering the name of the dish matching the name on your menu. Then for each of the four drop-down menus under ‘Dish properties’, click on the fields and select the most suitable category from the available options.

Next you will need to assign a total of 100 value points to the sliders under ‘Flavours’. The goal here is to use all 100 value points to represent the dish’s overall flavour profile as accurately as possible and ensure that the ‘Wine Matcher’ can correctly match Dish-DNA with the Wine-DNA from the wines on your wine list.  

It is strongly recommended that your Head Chef or someone from the Kitchen Department, determines the slider values under ‘Flavours’. To assist this process here are some examples: 

Acidity: Sour, crisp or tart flavours from ingredients such as citrus, vinegar or tomatoes 

Bitterness: Sharp or pungent flavours from ingredients such as kale, broccoli or cocoa 

Heat: Spicy or burning flavours from ingredients such as chillies and peppers 

Sweetness: Sweet flavours from ingredients high in sugars 

Umami: Savoury flavours from ingredients such as meats, mushrooms and some cheeses 

Saltiness: Salty flavours from ingredients such as seafood, cured meats and added salt 

Fattiness: Satiating flavours from ingredients such as oils, animal fat and dairy 

The final step is to add ‘Eat in’ and/or ‘Takeaway’ prices (if sold for takeaway) in their respective fields at the bottom of the dish card before clicking ‘Save’ to finalise your dish. 

5.1 Dish updates

If changes have been made to a dish that have altered its overall flavour profile (even slightly) you should re-open the dish card by clicking on the dish’s name in your dishes list and edit the flavour values, remember to click ‘Save’ to keep your changes. This will instantly allow the ‘Wine Matcher’ to factor in these changes when matching wine to the dish. 

The total number of value points under ‘Flavours’ must remain at 100. It is strongly recommended that your Head Chef or someone from the Kitchen Department, determines the slider values under ‘Flavours’.

To assist in this process, see examples in the adding dishes section above.

Other beverages

6.0 – Overview
6.1  – Adding other beverages

Purpose of the other beverages field

To simplify offering beverages other than wine to restaurant guests and takeaway customers deciding what to eat and drink and for serving staff who are taking orders.

Serving staff using the Wine Matcher as an order block will improve guest experiences and increase revenues. Restaurant guests or takeaway customers will use the Wine Matcher to decide what to eat and drink and then place orders to waiters. Takeaway customers will place the order to the restaurant or via the restaurant’s home delivery platform. In all cases, orders might include other beverages, not only food and wine.  

6.0 Overview

To allow your service staff to take entire table orders using the ‘Wine Matcher’, there is a section allowing you to add the beverages, other than wines, to your menu in Wineally. This is where you will enter all beers, cocktails and non-alcoholic beverages that you offer, but it is important to note that none of these beverages will be able to match with food within the ‘Wine Matcher’. To begin adding these to Wineally, open the main menu and click on ‘Other beverages’. 

If you have previously added beverages, they will be displayed here in alphabetical order. Each added beverage has a name and two price fields for the eat-in and takeaway price respectively. The beverage name or prices can be updated at any time by directly clicking on the field you wish to edit and entering the new value. 

6.1 Adding other beverages

To add a new beverage, access the ‘Other beverages’ page through the main menu. Once on the ‘Other beverages’ page, click on the ‘Add new beverage’ button in the top right of the page and a new blank beverage card will be added to the list, just like the one shown below. 

You will now need to give the beverage a name and add the relevant prices before clicking ‘save’ in the bottom right to finalise the addition. The drink will now be available for adding to table orders through the ‘Wine Matcher’. 

My wine cellar

7.0 – Overview
7.1  – Editing wine information
7.2 – Placing wine orders
7.3 – Advanced features

Benefits of the wine cellar

The wine cellar provides instant control of stock, book value and gross margins per wine. It also simplifies purchase decisions, wine ordering and to save time on administration.

Using the wine cellar

My wine cellar is an easy-to-use digital wine cellar that will simplify your wine cellar control and reduce administration. See wines you have in stock, prices and gross margins by using the filters and clicking ‘Show wines’.

You can sort the list of wines in 14 ways, by stock for instance, to see which wines to order.  Here you also have full control of your wine inventory and the wine cellar’s book value. You can also place wine orders for individual suppliers and download wine lists, wine cellar data or update prices in seconds.

7.0 Overview

Wineally allows you to view detailed information about all the wines available in your restaurant such as the name, place of origin, colour, vintage, producer, financial particulars, bottle size and current stock level, all in one place that also gives you easy access to more detailed wine information and the ability to place orders for additional stock. This section is called ‘My wine cellar’ and can be found in the main menu. 

All the wines you have registered in Wineally will be displayed in this section which may be divided into multiple pages depending on the range of your wine inventory. This can be easily controlled using the ‘Results per page’ feature at the bottom left of the page, by clicking on the number of results you wish to be displayed per page: 10, 50, 100 or 200.  

At the top of the page, you will see a title for each filter, and these allow you to sort the wines in your wine cellar by any of the categories in either ascending or descending order, by clicking on your preferred category once for ascending order or twice for descending order.

7.1 Editing wine information

In the ‘Wine’ column of the main table of ‘My wine cellar’ you will see the names of your registered wines. Each name can be clicked on to open the associated ‘wine card’ that shows all the detailed information about that specific wine. 

From this wine card you can also open the ‘Edit wine information’-tab as shown below.

In the ‘Wine’ column of the main table of ‘My wine cellar’ you will see the names of your registered wines. Each name can be clicked on to open the associated ‘wine card’ that shows all the detailed information about that specific wine. 

7.2 Placing wine orders

Placing wine orders through Wineally is done via the main table in the ‘My wine cellar’-section. On the far right of the table, each wine has a ‘Buy’-button that allows you to order additional stock for any of your registered wines.  

By clicking the ‘Buy’ button for one or more wines, you will be given the option via pop-up to order more stock by clicking on ‘Create purchase orders’ once you have selected all the wines you need more stock of.

Wineally will generate one or more orders, depending on how many of your wine suppliers would be involved in supplying the wines you selected. Each order will require you to enter the number of bottles you wish to order and confirm the price per bottle is correct. Wineally will enter the date of the order and the total price automatically.

The estimated delivery date will depend on what you have entered for that supplier on the ‘Wine suppliers’-section. Finally, your options will be to either ‘Cancel’ or ‘Send order’.

If you click ‘Cancel’ that order will be deleted. If you click ‘Send order’ the order will be sent to the e-mail you have entered for that wine supplier. More details on what happens once your order is sent can be found in the next chapter (Chapter 8).

7.3 Advanced features

The ‘My wine cellar’ section contains an important set of features at the bottom left below the main table that looks like the image below.

Each of these features will be highly useful for managing your restaurant’s wines.

Download Wine data – Clicking this button will download all the information in the ‘My wine cellar’ table into an Excel spreadsheet, giving you access to this information on another platform and summarising the nature and value of your current wine stock. This will be useful for insurance purposes among other things.

Download Wine list – This button will generate and download a pdf file to display your available wines in a traditional wine list format, so that you can use it immediately in the restaurant or on your website. Please note that any wines that do not have price information added into Wineally will not be displayed on this wine list.

Download/Upload Price Excel – If you are going to be changing the prices of multiple wines, then these features will allow you to do this quickly and easily. Click on ‘Download Price Excel’ and open the file that has been saved to your computer using Excel. Update the prices of any wines that you wish to change the price for, then save and close the file. Returning to Wineally you can use the ‘Upload Price Excel’ button to upload the file you just edited and all the new prices will be imported.

Orders

8.0 – Overview
8.1  – Completing orders
8.2 – Canceling an order

Purpose of the orders field

The order section allows you to streamline the process from purchases to inventory and save time as well as cut costs on administration.

Using the orders field

Make purchases for individual suppliers directly from My wine cellar that are sent to suppliers, check wines when delivered and confirm to update inventory directly in Wineally. See finalised and ongoing orders.

The ‘Orders’ section of Wineally will make keeping wines on your wine list stocked simple. The ‘Orders’ section of Wineally is closely linked to the ‘My wine cellar’ section as wine inventory orders are placed via ‘My wine cellar’ and then tracked via ‘Orders’. It is very important that all orders are created in Wineally for all features of the business system to function correctly.  

If you have suppliers who do not accept wine orders via email for instance because they:  

  • Only accept order by phone. 
  • Only accept orders in their extranet. 
  • Only accept orders in other purchasing systems.  

You will need to add the email address to the person in your organisation who is responsible for placing these orders so they get notified and can keep track of the delivery.  

When an order has been placed in Wineally you need to make sure to complete all the delivery steps shown in the system and add the wines to your inventory.


8.0 Overview

The ‘Orders’ section of Wineally is closely connected to the ‘My wine cellar’ section as wine orders are placed via ‘My wine cellar’ and then tracked in the ‘Orders’-section. The ‘Orders’-section is where you can track your ongoing wine orders, complete them when they arrive, and view finalized orders. It is also connected with the ‘Wine inventory status’ section as stock is added to your inventory automatically when you complete orders in Wineally. 

You can access this section of Wineally by opening the main menu and clicking on ‘Orders’. The ‘Orders’ section is divided into two tabs ‘Ongoing’ and ‘Finalized’.  

The ‘Ongoing’ tab will show all placed orders that have neither been completed nor cancelled whereas the ‘Finalized’ tab displays a list of all completed and cancelled orders for review purposes. When your orders are delivered it is important to open the ‘Ongoing’ tab and complete them so that the new stock is added to your wine inventory in Wineally. 

8.1 Completing orders

When you press the ‘Send order’ button on an order, an e-mail will be sent to the e-mail address you have entered for that wine supplier. The button will then change to ‘Delivered and certified’, which you should not click on until the wines have been delivered. Once the wines have been delivered, click on the ‘Delivered and certified’ button. The button will then change to ‘Add all to inventory’ and a second button will appear under each wine in the order called ‘Add to inventory’.

If you click on ‘Add all to inventory’, all wines in the order will automatically be added to your inventory and if you click on one of the ‘Add to inventory’ buttons, only that wine from the order will be added. This is for situations when where only part of an order arrives or if you are stocking up on wines before an event or holiday season and you don’t wish to add them to the inventory until a certain date/hour. In that situation, simply wait until the appropriate time before clicking on the ‘Add to inventory’ on those wines. 

8.2 Canceling an order

You also have the option to cancel orders in Wineally. Simply click ‘Cancel’ on an order that you wish to cancel. If you have already clicked on the ‘Send order’ button on the order and you wish to cancel, you will need to first contact the wine supplier that received the order and then confirm it in the pop-up that appears after you have clicked ‘Cancel’.

The Wine Matcher

9.0 – Overview
9.1  – Guests using Wineally
9.2 – Matching wine & dishes
9.3 – Table management
9.4 – Adding dishes to a table
9.5 – Guest preferences
9.6 – Wine matching
9.7 – Up-services
9.8 – Filters
9.9 – Matching food to wine

Purpose of the Wine Matcher

To turn inexperienced waiters into wine experts and thereby making it possible to offer guests improved wine & dine experiences, increase revenues and reduce wine wastage. To offer up-services as a bottle-to-go and matching wines for takeaway.

Using the Wine Matcher

Use the Wine Matcher as an order-taking app where you, based on the guest’s chosen dish and wine preferences , find and recommend the best matching wine. Ask satisfied guests that have just enjoyed a bottle of wine with matching food if they would like a bottle-to-go at a takeaway price.

Recommend guests to download the Wineally app to prepare their next visit or to order matching wines with their takeaway food from your restaurant. If guests are using the Wine Matcher on their own devices, you still take their order in the restaurant Wine Matcher. To show your employee value, always close the table when the guest or takeaway customer has paid their bill.

9.0 Overview

For you to get the most out of the Wineally Business System it is important that the Wine Matcher is used correctly. You must make sure that all wine sales are your registered in Wine Sales otherwise you will not get accurate statistics nor your guests the best wine and dine experiences possible.  

Make sure your staff knows how the Wine Matcher works and create routines around it. Your service staff needs to see the Waiter tutorials and if you have any questions, you can always find more information in this User Guide.  

There might be situations where your staff does not use the Wine Matcher for your guests, some examples would be:  

  • Guests matching wine themselves/already knowing what they want to order. 
  • Takeaway orders. 
  • If you have separate lunch and dinner menus.  
  • Guests ordering wine without food or ordering additional wine after their food order.  

When these wine sales occur, they still need to be added in the Wine Matcher for the system to work correctly. The easiest way to do this is to open a new table in the Wine Matcher and register the wine sales as usual but without matching.  

The Wine Matcher is where you match wine with food. It allows you to find the best possible wine based on dishes available or vice versa. You can add personal preferences such as price range, grapes, country, region, colour, organic etc. to find the best match for any situation.  All wines and dishes in Wineally are assigned Wine or Dish DNAs that enables the Wine Matcher to find the perfect match and for you to deliver the best wine & dine experience possible to your guests. 

The Wine Matcher forms the core of the Wineally system for restaurants and will help you to provide and experience great food and wine matches every time. As with the whole Wineally system, you can use it on any device and pairing of wine with dishes can be done both by the floor staff and by the guests themselves.

9.1 Guests using Wineally

The Wine Matcher enables your guests to pair wines and dishes available at your restaurant based on their personal preferences using their own device. When this is the case, it is important that you still use your own Wineally account to register the order. Otherwise, you will not get the important wine data and the automatic updating of wine inventory status that Wineally offers.  

If a waiter is having trouble finding the guest’s chosen wine, they can use the wine filters to easily find it. They can also ask how the guest matched and what the producer’s name is, then do the matching on their own device and add the number of bottles/glasses being ordered.  

If Wineally is not used for taking all orders in your restaurant, simply follow your normal procedures for taking orders. For your guests to see accurate information when using the Wineally consumer app it is very important to update your Wineally inventory when a wine is sold out.

9.2 Matching wine & dishes

The Wine Matcher forms the core of the Wineally system and will help your guests to experience great wine and food matches every time they visit or order takeaway (wine & dishes). You can find it by opening the menu and selecting ‘Wine Matcher’. The section will appear empty when opened because you have no active tables open in the system. To begin using the Wine Matcher to match wine & dishes you will need to add a table. 

The Wine Matcher is where your service staff enters the order from tables and helps guests pick the best possible wine based on their food and wine preferences (price, grape, country, etc).  

9.3 Table management

To add a table in the Wine Matcher, click the ‘Add table’ button and the system will prompt you to enter the name of the table.

You can add as many tables as required by repeating this process. For each table added you will see three associated buttons towards the right of your screen. The ‘Open table’ button is used when you wish to start taking an order from that table, the ‘Close table’ button which clears all information from the table and submits it to your restaurant’s Wineally statistics. Always use this ‘Close table’ button when the guest has left. Finally, the trash can icon that allows you to delete a table without saving any of the information. Deleting a table is used in situations where you entered the wrong table name or when your shift is over and you wish to completely remove it from the Tables section.

Once you have finished adding food and wine to a table, you can return to the previous page by clicking on ‘Back to tables’ in the top left of the Wine Matcher, where you will be able to add or open other tables as more guests arrive. You can return to a table to add more food & wine as many times as needed.

To keep your statistics as accurate as possible, with regards to the amount of wine purchased per table, it is strongly recommended that only a single user tracks a specific table. If that table orders more wine through another waiter, then the waiter taking the additional order should tell the person responsible for the table so that the wine ordered can be added to the correct table in Wineally. 

Note that if you delete a table, any associated information with that table will be lost so the Wineally system will prompt you to confirm that you want to delete the table and associated information.  

9.4 Adding dishes to a table

To begin using the Wine Matcher, add the dish/es to the table that your guests would like to order. Click on the ‘Open table’ button for the relevant table and you will be presented with a few drop-down lists that display the available dish and beverage (other than wines) categories. Above this section you have a ‘Notes’ field available in case you need to make a note of something like special requests (well-done, a salad instead of fries, etc.) which can be opened simply by clicking on the field. 

Click on a dish category such as ‘Starters’ to see the list of available starters, their prices and an ‘Add to table’ button for each dish that allows you to add the dish to the table’s order. Select the dishes that have been ordered from the dropdowns and add them to the order, they will now be displayed in the top box of the Wine Matcher.

Each dish that has been added to the table will have a quantity column with add or subtract icons, allowing you to manage multiples of the same dish that may occur at larger tables. With the dishes added to the table you can now start matching them with wines. Each dish that has been added to the table has a checkbox on the right side of its row in the ‘Match wine’ column. These checkboxes will determine which of the dishes you want the Wine Matcher to find matching wines for. 

9.5 Guest preferences

To make sure the guest receives the best wine & dine experience, service staff should ask if they have any specific wine preferences, for example price range, grape, country, organic?  

99 % of your guests will probably have limited knowledge regarding wine but even the 1 % who are wine experts will probably be interested in what the Wine Matcher recommends. They may also have their own opinions about which wine will match best with the food they are ordering and what they feel like drinking.  

Even if most guests are not wine experts, they still often have an opinion about price. Service staff can simply ask what the price range preference is and explain that Wineally will find the best matching wine within that limit. The ‘Price Range’ filter can then be used to display only results within their price preferences (note that this filters only applies to price per bottle not glass). If there are multiple wines with the same suitability score, the lowest priced of the top 3 wines is always shown at the top.

HELPFUL TIP: Present the 3 wines to the guest by telling them the names, producers and prices. The most expensive wine presented will still be within the requested price range and wines in the higher end of the spectrum will probably be of a better quality and therefore may be the best choice for your guest.  

When asking about filters or preferences, inexperienced guests may not know much about wine. In these cases, the best approach may be to simply match their dishes and recommend some of the top results for those dishes. 

9.6 Wine matching

To match wine with dishes, select which dishes you would like to match using the checkboxes in the ‘Match’ column, add the guest preferences via filters and then click the ‘Show wines’ button at the bottom of the Wine Matcher section, Wineally will display the wines that match best with whichever dishes you have selected under ‘Match’.  

If you want to perform multiple matches, remember to first uncheck the box of the dish you have matched and then check the box for the next dish.

In the example below, a dish that has been added to the table has been selected for wine matching as shown in the image:  

The Wine Matcher finds the best matching wines, presents the top 3 and gives you a suitability%. The match for each is based on how well the dish DNA from the selected dishes matches with the wine DNA of the available wines filtered by the wine preferences, if any, of the guest.  

Always present the top 3. If, for some reason, the guest doesn’t pick one of them then you can click on ‘show more wines’ to see 10 more options but the further down the list you go, the less of a perfect match you will see. HELPFUL TIP: If the wines at the top of the list are not being selected by the guest and you are needing to scroll down to see less suitable matches, then perhaps there is a filter you can use to help the guest find the perfect match for them. 

Each wine has buttons on the right of the screen allowing you to add that wine to the table either by the glass (if the wine is served by the glass) or the bottle. The displayed wine information, prices and suitability should help your guests to make the right wine decision for the selected dishes. 

If the guest has some basic questions about the wine, then you can open the ‘wine card’. Each wine has a drop-down box you can access by clicking on the downward arrow icon below its price.   

On ‘wine card’ you will find detailed information about the wine such as the alcohol percentage, grape type and more. This information will help you to build up your knowledge about that wine and assist guests who have more specific questions about a wine as well as see the best serving temperature or which type of glass is most appropriate for that wine via the wine glasses graphic. Most guests will not be interested in detailed information about the wine but having this level of information available at your fingertips allows you to present a level of expertise that would normally take years of training.

The more dishes you select for wine matching the more challenging it may become to perfectly match a single wine to them. You can always discuss this with your guests if they are ordering a variety of dishes with significantly different flavour profiles – it may provide a better food and wine experience if they order different wines to accompany different dishes. 

Don’t assume that everyone wants steak and red wine that you know is a great match. Just because you and many other guests, and Wineally, think it is a great match it might not be for the guests at your table. There are millions of wines and billions of wine consumers with different taste and preferences on each occasion. We therefore recommend you have a humble approach and use Wineally to make your guests become comfortable and have great wine & dine experiences. That’s why they are at your table and that is the service they want you to give them. 

9.7 Up-services

Since we know that the dish + wine + guest’s wine preferences will result in a great wine & dine experience, you can offer some up-services: 

Start by asking if they enjoyed the wine. If you get a clear yes, then ask “Would you like a bottle-to-go, at takeaway price of course?” If your restaurant offers the wine for takeaway, you can add it to the table’s order via the ‘Add takeaway bottle’ button at the bottom of the wine card. This wine card can be opened by clicking on the wine name in the table’s order.

Ask if the guests want to have the wine information sent to them. For guests who answer yes, go to the wine card where you click on the email button in the bottom left corner. Simply enter the guest’s email address when prompted and click ‘send’ and the wine information will be sent to them via email. 

By providing additional services like a bottle to go, wine for takeaway and the provision of detailed wine information to its guests you can significantly enhance your service offering and increase the satisfaction of your guests. 

9.8 Filters

Below ‘Dishes & Other Beverages’ you can find a selection of filters you can make use of to help your guests find the perfect wine according to their preferences. The filters for country, grapes, colour and price range will always be shown and should be sufficient for the majority of your guests. If you click on ‘Show more filters’ you will see all the options you have available to help match wines with your guests’ personal preferences. All filters might not be applicable for wines at your restaurant and when you open a filter you will only see the options available in your wine cellar. 

As shown in the above image, there are a variety of ways you can filter the wine options available, allowing you to cater to any requirements or preferences. It is important to remember however that by applying filters you are removing wines that may match well with the selected dishes and if many filters have been applied it could be worth discussing this with your guests as such a narrow range might restrict their chances of that perfect food & wine experience. 

9.9 Matching food to wine

It is possible to use the Wine Matcher to match food to wines rather than the matching of wine to food as discussed in the wine matching section of this guide. If you create a table and then click on the ‘show wines’ option before adding any dishes, Wineally will display all available wines and you can use the filters to help narrow down your guests’ wine preferences.

By clicking on the wine’s name  you can open the wine’s ‘Wine card’ and view the detailed information about that wine along with the 3 best matching dishes. You can click on the dishes’ names here to add them directly to the table’s order. Whether you are matching wines with dishes or dishes with wines, the Wine Matcher will help you to deliver a perfect wine and dine experience to your guests. 

Wine inventory status

10.0 – Overview
10.1  – Taking & managing wine inventory

Purpose of the wine inventory status

To save time, cut costs, and get better control of your inventory by using our digital tool for taking wine inventory.

Replace pen, paper, and Excel files by using your mobile phone or tablet when taking inventory directly into the Wineally system. Download wine cellar status in seconds if needed for bookkeeping, etc.

10.0 Overview

This section gives you the tools you need to accurately maintain your restaurant’s wine inventory records in Wineally and can be found under ‘Wine inventory status’ in the main menu. The core feature of this section is the data table in the centre of the page. By default, this table will show a list of all your wines along with the number of bottles you have in stock of each. You can view this data in table view or card view by clicking on the tabs above the data and to the left of the screen.

If you only wish to view part of your wine selection you can use the assortment of filters provided. Simply click ‘Show more filters’ and you will be presented with the filters displayed below, allowing you to be as specific a segment of your wine inventory as you require. 

If you wish to view a greater or lesser number of results per page, you can find controls for this below the data table and to the left. 

Regular and correct usage of Wine cellar inventory within Wineally will give you control over your wine inventory. Using simple methods for updating the system when performing a physical inventory check, combined with automated tracking of incoming (through orders) and outgoing (through the Wine Matcher sales) stock will allow you to quickly and conveniently identify any wastage that occurs. The more regularly you keep your Wine cellar inventory updated the tighter control you will have over your stock. It is recommended that you update your inventory monthly to gain the full benefits of the system.

10.1 Taking & managing wine inventory

One key advantage of the ‘Wine inventory status’ table is that the fields displaying the numbers of bottles are fully editable. This allowsfor quick and easy updates on your mobile device when conducting a physical inventory check or on a computer afterwards. Each field has an up and down arrow button inside it, allowing you to increase or decrease the number of bottles by 1 with a single click, alternately you can type the new value into the field.

There is a field for recording the storage location of each wine and a field that automatically records when an inventory entry was last updated. The latter of these will help you to make sure that all your inventory data is accurate and up to date. If a wine reaches an inventory level of 0 then it will no longer be displayed as an option within the Wine Matcher, but it will remain within the Wineally system for restocking. 

Wineally automatically updates your ‘Wine cellar inventory’ when bottles are purchased through the Wine Matcher. This means that when you perform inventory checks you will only need to compare the difference in number of bottles with the number of glasses of that wine that were sold. By completing inventory checks frequently and using Wineally correctly you will be able to keep accurate control over your wine inventory and dramatically reduce waste.